Summary The incumbent(s) serve as Section Chief in the Business Office (BO) for the Western Colorado VA Health Care system (WCHCS). The incumbent provides a high level of administrative support to Business Office, upper management and clinical services. The incumbent directly supervises the all MSA supervisors for Primary Care, Specialty Care, Centralized Call Center, Community Care and the Auditors and Trainers for the facility. Responsibilities Duties include but are not limited to the following: Schedule appointments from return to clinic orders, consultations, and/or Recall List accurately and in a timely manner. Manages overall clinic access in conjunction with the Group Practice Manager, and other senior clinical leaders. Works collaboratively when access does not meet mandatory VHA Policies to improve timeliness or to make arrangements for Community Care. Daily review of active/pending consults, Recall list, Secure Messaging, VetText, and overnight messages from the external call center. Ensures that all communications and lists are accurate and dispositioned properly. Responsible for the scheduling accuracy of alt staff in the section. Follows standard audit protocols and reports results as required. Oversees the call center ensuring that Veterans can reach staff for rescheduling of appointments or to make appointments after outreach. Oversees the Community Care Scheduling Function. Ensures that patient preference are documented. Works collaboratively with the Referral Consult Team (RCT) to determine and schedule the best modality for care delivery including Video, telephone or face to face. Responsible for assuring that staff update all demographic information on each patient that checks in for their appointment by utilizing the Pre-registration menu as well as gather insurance information either by using the insurance scanners or copying the insurance cards. Reviews work in progress or upon completion and audits work in accordance with VHA Directive 1230 as deemed necessary to assess the quality and quantity of work produced by each employee. Inform employees about the policies, procedures and practices of management as they relates to scheduling/recall/EWL/consults/insurance capture. Coordinates consultations and referrals of patients to other specialty services and schedules patients for future appointments in accordance with physician clinic profiles and input from the patient. Must also adhere to current local and national consult scheduling policies Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:00am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD126740 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Permanent Change of Station (PCS): Not authorized. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/31/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience GS-9: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Scheduling and Auditing, Advising stakeholders concerning patient processing, all outpatient scheduling oversight, and scheduling audits for community care locations; answering inquiries related to patient scheduling activities, and ensure compliance with all VHA scheduling directives, VHA Consult directive and Community care guidebook, and/or policies related to patient scheduling activities, Policy and procedure development and communication to staff, with implementation of applicable VHA Directives. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a master's degree. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required Specialized Experience GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Scheduling and Auditing, Advising stakeholders concerning patient processing, all outpatient scheduling oversight, and scheduling audits for community care locations; answering inquiries related to patient scheduling activities, and ensure compliance using VHA scheduling directives, VHA Consult directive and Community care guidebook, and/or policies related to patient scheduling activities, Policy and procedure development and communication to staff, with implementation of applicable VHA Directives; Employee Relations/Labor Relations (Disciplinary and Adverse Actions); Plan work to be accomplished by subordinates, set, and adjust short and long-term priorities; Set schedules and timelines for completion of work; Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees. Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a masters or equivalent graduate degree or two full years of progressively higher level graduate education or LL.B, or J.D., if related. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is require For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
